Executive Assistant

Job Summary

The Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The Executive Assistant also serves as a liaison to the Board of Directors and Senior Management Teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

The Executive Assistant must be creative, show initiative, and enjoy working within a nonprofit environment that prioritizes excellent service to children, families, staff, and community members.

Primary Functions

  • Executive Support 
    • Manage an extremely active calendar of appointments
    • Plans, coordinates, and ensures the CEO's schedule is followed and respected
    • Maintain flexibility with the schedule working in concert with the CEO to balance multiple networking demands and competing priorities
    • Complete expense reports
    • Compose and prepare correspondence that is often confidential
    • Arranging complex and detailed travel plans, itineraries, and agendas
    • Organizes and provides travel itinerary folders that include all documents involved in the travel-related meeting
    • Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office
    • Communicates directly, and on behalf of the President and CEO, with Board members, donors, Foundation staff, and others, on matters related to CEO's programmatic initiatives
    • Research, prioritize, and follow up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
    • Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff
    • Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately
    • Builds relationships crucial to the success of the organization, having a sense of the issues taking place in the environment, and keeping the President updated
    • Manages a variety of special projects for the President, some of which may have a significant organizational impact
    • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company
    • Prioritizes conflicting needs; handles tasks expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
  • Board Support and Liaison
    • Serves as the President's administrative liaison to the board of directors
    • Assists board members with travel arrangements, lodging, and meal planning as needed
    • Maintains discretion and confidentiality in relationships with all board members
    • Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format
    • Organizes and monitors all Board related correspondence, Board meeting packets, minutes for all Board Meetings, Board calendar and contact sheet, Board term and election materials, and Board orientation documents and schedules
    • In addition to Heartspring, Inc., serves as the primary administrative liaison for the Heartspring Endowment and Heartspring Foundation Board Members, all meetings, and correspondence
  • Senior Management Liaison
    • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending meetings when appropriate
    • Assists in coordinating the agenda of senior management team meetings on and off-site, and all staff meetings when asked
    • Facilitates cross-divisional coordination of travel and outreach plans for multiple parties.
  • Communications, Partnerships, and Outreach
    • Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general
    • Edits and completes first drafts for written communications to external stakeholders

Schedule:

Monday through Friday

Qualifications:

Educational, Training, and Licensure Requirements

  • Bachelor's degree required
  • Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms required
  • Strong work tenure: five or more years of experience supporting Chief Level Executives in a non-profit organization preferred
  • Experience and interest in internal and external communications and partnership development preferred
  • Covid-19 Vaccine Required per Federal Mandate

Physical Requirements

  • Ability to travel may be required
  • Sitting at a desk for long periods of time
  • Constant use of overall vision with continuous reading and close-up work
  • Hand and finger dexterity for frequent repetitive writing, typing, grasping, reaching, and pulling
  • Hearing and talking skills in person and on the phone

Work Environment

Office environment, indoors, climate-controlled

Knowledge & Skills

Excellent knowledge of:

  • Professionalism: present themselves in a professional manner at all times
  • Detailed: ability to work under pressure handling a wide variety of activities with consideration to detail in all activities
  • Organizational Skills: ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Interpersonal Skills: ability to build relationships with stakeholders, including staff, board members, external partners, donors, and community members
  • Communication Skills:  strong written and verbal communication ability  
  • Problem-solving Skills: proactive and creative ways to find resolutions
  • Decision-making Skills: a global approach to all decisions and understands the impact to the entire organization
  • Emotional maturity: self-awareness of own emotions and the emotions of those around you
  • Resourceful team-player: advanced ability to work independently on projects from conception to completion
  • Confidentiality: ability to handle highly confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer/client service and response
  • Performance Driven: ability to achieve high-performance goals and meet deadlines in a fast-paced environment
  • Forward-thinker: actively seeks opportunities and proposes solutions

Compensation:

$45,000-$55,000

Benefits:

Heartspring offers a generous benefits package including paid vacation, sick leave, medical/dental/vision insurance, and retirement plans. 

Heartspring is an EEO employer. 

Reference Code:

VKGGHTEJIZ

 Print Description

Creating hope and opportunity that changes the lives of children with special needs and their families

To apply for this position, please:

Other Open Positions

Please click on one of the above job listings for more details and to apply online.

Equal Opportunity Employer

Heartspring is an equal opportunity employer. Heartspring does not discriminate on the basis of race, color, sex, religion, national origin, ancestry, age, marital status, disability or genetics, pregnancy, sexual orientation, veteran status, or any other classification protected by applicable local, state or federal law.

All job openings are located in Wichita, KS.

Uplifting stories sent straight to your inbox

Subscribe to our e-Dialogue newsletter to receive Heartspring updates, heartfelt stories, and exclusive content.

*Required field

By submitting this form, you consent to receive emails from Heartspring and may unsubscribe at any time. We value your privacy and do not share or sell any information to third parties.